REQUEST TO FILL, REPLACE, EXTEND OR CHANGE A UNIVERSITY FUNDED POST
Please use tab key to navigate through the form.
If you are advertising a post you must complete section D overleaf.
1 NEW (agreed in planning round)
2 REPLACEMENT
(insert reference number):
3 EXTENSION
4 ACTING UP
6 NEW (additional to planning round)
(business case to be made to VCEG)
School /
Division:
Department /
Unit:
Job title:
Grade:
Faculty
Terms & conditions:
5 CHANGED FTE
Clerical
Technical
Manual
If 2 please state name of previous post-holder:
If 3, 4 or 5 please state name of current post-holder:
End date:
Start date:
(if applicable):
Full / part time:
FTE or
(circle or delete)
hours
If part year state weeks per year:
If fixed term please tick the relevant box and expand under section A (see the notes overleaf for examples):
A
B*
C
D
E
F
* If B is selected please insert name of substantive post holder:
A
RATIONALE FOR REQUEST:
School Administrator / School Manager / Section
Head / Head of Department signature & print
name:
Head of School / Director of Division signature &
print name:
B
Date:
SCHOOL FINANCE MANAGER / MANAGEMENT ACCOUNTANT:
Account
Sub-Project
Signature & print name:
C
Date:
%
From
To
Date:
COMMENTS AND SIGNATURE OF PVC (FOR SCHOOL POSTS) OR REGISTRAR (FOR PROFESSIONAL
SERVICES POSTS):
Signature:
Date:
Staff Approvals
(PTO)
REQUEST TO FILL, REPLACE, EXTEND OR CHANGE A UNIVERSITY FUNDED POST
D
ADVERTISEMENT DETAILS:
Where advertising is necessary, please complete the advertising request section below and email the advertisement,
the further particulars, person specification and job description, to the HR Assistant for your area. All posts will be
advertised on the University’s job vacancies page and all academic posts will also appear on www.jobs.ac.uk.
Place advert in the following publications:
Date to appear in publication
Closing date (usually 2 weeks to
1 month after publication but 4
weeks if possibility of visa being
required)
1.
2.
3.
Account and sub-project to which the cost of the advert
should be charged:
Human Resources will need advertisements by the following deadlines at the very latest to guarantee their
appearance in the next available publication: Brighton Evening Argus by Friday noon, The Guardian by Tuesday
noon and Times Higher by Wednesday noon. Please contact Human Resources for other publication deadlines.
Please ensure the following information is included in your advertisement if applicable:
(1)
(2)
(3)
(4)
Length of appointment
Full Time / Part Time / Part Year
Salary
A contact name and address within the School/Unit to whom applicants can direct informal enquiries.
GUIDANCE NOTES
The form should be completed and signed in sections A, B and C by each individual in turn, and passed on rapidly to
the next person, and finally to the PVC or Registrar. The form will then be passed to Human Resources for action. .
You should allow enough time for this.
A separate form should be completed for each request. If there is insufficient space, a more detailed account should
be provided on a separate sheet and attached to the form.
Please note that this form still needs to be completed and signed by all parties, including the PVC or Registrar, even if
the post has been approved by the Vice-Chancellor in the Planning round as it will not be automatically advertised.
NOTES ON THE USE OF FIXED TERM CONTRACTS
Fixed term contracts should be used only when there is a genuine and objectively justified reason. Full guidance is at
http://www.sussex.ac.uk/humanresources/documents/ftc-manage-guide.pdf. To assist with the fixed term appointment
sections overleaf please refer to the examples below. If you do not feel your justification fits into any of these
categories please refer to your HR Adviser.
A
B
C
D
E
F
the post requires specialist expertise or recent experience not currently available within the University
to cover staff absence as appropriate (e.g. maternity leave, long-term sickness, sabbatical leave or
secondment);
the contract is to provide a secondment or career development opportunity either for the original postholder or
his/her replacement. In such cases the individuals would normally revert to their substantive posts at the end
of the period of secondment, where applicable;
the post is for a specific task or project;
the student or other business demand is uncertain;
the funding is limited to a specified period.
Staff Approvals